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What was the biggest event you've planned?

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business event-planning
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Jessica’s Answer

When I worked for an Air Force base's Marketing & Publicity office, we partnered with the base's Community Center to throw a gaming convention for about 500 people on the base. It was an all-ages event with contests, tournaments, raffles, and other prizes. There were about five different rooms for video gaming, card gaming, board gaming, tabletop gaming, artist alley, catered food, cosplay contests, and more. It was by far one of the most successful events we put together and I was lucky enough to handcraft all of the branding, advertising, merchandise, and way signage for the event (over 45 custom designs) to make sure the event was successful.
Thank you comment icon That sounds awesome! Thank you for your answer! Gabrielle
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Chris’s Answer

Santa Fe Wine & Chile is the biggest wine event held in New Mexico annually. Out of 90 wineries, Southern Glazers Wine & Spirits represent 40 of them. This requires a lot of pre-planning starting about 6 months prior to the event. First and foremost, we must ensure that we have the inventory that the winery wants to present at the events. If inventory is not on sight that requirs setting up POs or even adding new items to our system. Each winery give us a list of the brands that they would like to promote and all of those wines (average of 50 brands per winery/supplier) must be pulled from inventory by our warehouse, audited, labeled per event and stacked on pallets for eventual delivery. Once delivered they are then staged at tasting tables for each winery in preparation for the event. This doesn't take in to account the wines needed for wine dinners, tournaments, and fund raisers connected to Santa Fe Wine & Chile. Ultimately this requires a lot of pre-planning, follow up, manual labor and most important solid communication with our brands in order to represent them at the highest level.

Chris recommends the following next steps:

Plan early
Communicate with participants
Set hard deadlines
Double check your work
Have a back up plan
Thank you comment icon Wow, thank you so much for your answer! Gabrielle
Thank you comment icon Of course! Chris Heth
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Heidi’s Answer

Hi there!

My job title is not event planner, however I do need to coordinate and plan events as a part of my job. So far, the biggest event I helped plan was a 3 day event for 300 people. When planning the event, I started a year in advance thinking about things such as the theme, how much money was available, what we wanted the experience to be like for the attendees, how many people would be invited, and where the event would be located. I then made a calendar, starting from when the date is backwards to now (this is called backwards design) and made checklists/milestones that I needed to accomplish by certain dates. Event planning takes a lot of attention to detail, organization, clear communication, and project management skills. The end result is worth it when you are able to see all of the tiniest of details come alive during the event!

Happy event planning!
Thank you comment icon Thank you for answering, you gave me a lot of insight. Gabrielle
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Laura Rose’s Answer

300 adults and 150 children for a corporate give back day. We made garden beds, mulched current beds, transplanted and seeded all over the property. It was a LOT of work but very rewarding.
Thank you comment icon Thank you for your answer! Gabrielle
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Megan’s Answer

2300 for a professional membership organization. Depending on the location a meeting this size could require multiple hotels and a convention center for meeting space. There are some hotels that have enough guest rooms and meeting space as well. The event includes over 100 continuing education sessions, a tradeshow floor, general sessions and networking events.

Megan recommends the following next steps:

Budget
Set Goals and Objectives
Develop Timeline - assign responsibilities and due dates
Implement
Measure your success against your goals and objectives
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